Interfund Voucher (IFV)

When reimbursing another state agency or department, an interfund voucher is the procedure to transfer the funds (no state check is issued).  All interfunds are processed by Accounts Payable through SMART (Statewide Management, Accounting and Reporting Tool).

Interfunds between FHSU Departments

  • Billing Department
    • Billing department should generate an invoice.
    • Write or print deposit org key on the invoice (this is the org key that you want the funds deposited in to).
    • Send the invoice to the paying department. 
  • Paying Department
    • Initiate an interfund by completing the Interfund Request form on the Lotus Notes workflow.
      • Complete all fields of the “Deposit Information” section
        • Org key(s) provided on the invoice-if no org key is provided, contact the billing department to obtain the org key(s).  
        • Object code will usually be a receipt object code.
         
      • Complete all fields of the “Voucher Information” section
        • List all Org key(s) that will pay the invoice
        • Object code will usually be an expense object code
         
      • If documentation should be faxed, provide the instructions.  If documentation should be mailed, provide the address to forward the information to.
      • If department has the ability to scan, the invoice and/or documentation should be scanned and attached in the comments/attachments section.
      • Submit the form through all the budget authorities of the paying accounts
       
    • If the department does not have scanning capabilities - Send the original invoice to the Business Office in the “Interfund” envelope. 

Interfunds between State Agencies

  • Paying an invoice or sending funds to another state agency
    • Initiate an interfund by completing the Interfund Request Form on the Lotus Notes workflow.
      • Complete all fields of the “Voucher Information” section
        • List all Org key(s) that will pay the invoice.
        • Object code will usually be an expense object code.
         
      • Select the Reciprocating Agency Name from the drop down list provided.   If agency is not listed, contact Accounts Payable at 5948.
      • Type in the comments field “initiate interfund” or “other agency will initiate”.
      • If documentation should be faxed, provide the instructions.  If documentation should be mailed, provide the address to forward the information to.
      • Route the form through the paying account(s) budget authority(s) for approval.
      • If the department has the ability to scan, the invoice and/or documentation should be scanned and attached in the comments/attachments section. 
       
    • If the department does not have scanning capabilities - Send the original invoice to the Business Office in the “Interfund” envelope. 
  • Receiving funds from another state agency
    • Complete the Interfund Request Form on the Lotus Notes workflow.
      • Complete all fields of the “Deposit Information” section
        • List all Org key(s) to deposit funds to.
        • Object code will usually be a receipt object code.
         
      • Select the Reciprocating Agency Name from the drop down list provided.   If agency is not listed, contact Accounts Payable at 5948.
      • Type in the comments field “initiate interfund” or “other agency will initiate”.  
       
    • Send documentation, if available, to the Business Office in the “Interfund” envelope.

    Last Update 5/4/2012